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Library Board Meeting Minutes
October 22, 2014
PRESENT:                  Brenda Drew, Kirsta Millar, David Lydiard, Gail Zwirner, Danita Green, Laura Drewry, City Attorney representative
LIBRARY STAFF:      Harriet Coalter, Cheryl Clarke, Felicia Smith, Karin Hansen
ABSENT:                    Larry Olanrewaju, Benjamin Lambert, Peter Blake, Daisy Weaver, Leighton Powell, Friends
 
Called to order by Brenda Drew, Chair at 12:05 p.m.
Minutes from the September 24, 2014 meeting along with the current agenda and pending donation list were unanimously approved.

Public Comment Period

None were present.

REPORTS

Friends of the Library

Ms. Coalter reported in Ms. Powell’s absence:  The Book Sale will be held on Friday, November 7th 10am -12noon for Friends members. 12noon – 4pm and 7-9pm for everyone. Hours on Saturday, November 8th will be 10am – 4pm. This week is National Friends Week. Ms. Drew will discuss sending an alternate to the meetings with Ms. Powell. 

Harriet Coalter recommended sending a letter to The Friends of Library thanking them for all of their hard and recognizing their hard work. Motion made, seconded and unanimously carried.

Library Foundation

Ms. Coalter: introduced Karin Hansen, the new Foundation Executive Director/Grant Writer, she is looking forward to kick starting a strong grant program.

Administration

 

Ms. Coalter: reviewed 2015 meeting dates/locations. Ms. Smith will schedule 2015 Board meetings rotating through all the branches.  Branch managers will be invited to attend.  A light lunch will be served at all meetings.  Ms. Drew will be providing lunch for the December 3rd meeting.

The 2015 Holiday closing schedule was reviewed.  Closings for Broad Rock on Sundays at major holidays and for an August break have been incorporated.

Motion made by David Lydiard to approve 2015 meeting dates, with the understanding that locations will be added.  The motion was seconded Danita Green and unanimously carried.

Motion made by Gail Zwirner to approve closing Brock Road on Sunday, December 28, 2014 due to the Holidays.  The motion was seconded Kirsta Millar and unanimously carried.

Floricane is currently working with staff and will attend the next meeting on December 3rd. Ms. Drew asked any board member who has not already done so, to respond to Floricane’s questionnaire.

BOARD COMMITTEE REPORTS

Chairman

Ms. Drew: distributed Style Weekly, to acknowledge an article regarding 3 RPL Librarians and their work. Reminded all Board members that she is expecting 100% donation participation. Board notebooks will be distributed at the next meeting.

Finance

Ms. Millar: discussed 3 large ticket items needed.  1 – Re-bid of ILS (catalog/checkout) - $500,000.  2 – Funding to open 2 more branches (Belmont & North Avenue) on Sundays ($100,000). 3 – Replacing/adding book drops at 6 branches ($30,000).

DIT will be asked to increase the bandwidth from 10 mbps to 100 mbps at the 8 branch libraries. Revamp of the website is stalled and the library would like to use funds from the Gates Account ($12,576) to pay an outside vendor to finish development of the new website.

Ms. Drew would like statistics on Broad Rock since opening on Sundays.  She would also like a comparison of the operating budget and special funds accounts over the past few years.

Motion made by Kirsta Millar to approve using up to $12,576 from the Gate Account for the website.  Motion discussion: Ms. Coalter will report back to the Board if additional costs are incurred. The motion was seconded Gail Zwirner and unanimously carried.

Facilities

Ms. Zwirner reported: Main’s 2nd floor renovation should be completed in January 2015. 98% of the asbestos abatement has been completed.  Main’s roof renovation should be completed December 2014.  The design team will have Ginter Park’s finalized in November.  Waiting to hear from Councilman Baliles about the possible addition to West End. Westover Hills is working with Public Works and Public Utilities on their drainage issues.  Planting will be completed in the Spring.  Waiting to hear about details for installation and shipping of the sculpture that has been gifted to Main.  EOC is fully operational, the Committee and other Board members interested will schedule a tour of the EOC.  It was suggested that use of the Library as an EOC be publicized.  The committee will be scheduling a meeting for November.

Government Relations

Ms. Drew reported in Ms. Weaver’s absence: No report.

Succession Planning

Mr. Lydiard reported: the committee did not meet in October.  The Board has 3 members whose terms end in June; 1 member is not eligible to reapply.  Each Board member was asked to submit a Board candidate to Mr. Lydiard no later than December 3rd.  The committee will be gearing up for the Director’s search in January 2015.  It was suggested to ask Advisory Council members for Board member suggestions and to also try to have a representative from each district.

Strategic Planning

No report.
 
There being no further business the meeting was adjourned at 1:24 p.m.
The next meeting will be held on Wednesday, December 3, 2014 at 12:00 p.m. at the Main Library.

 Recorder: Felicia M. Smith                                                  Approved:  Ms. Brenda Drew, Chair (December 3, 2014)